Tuesday, June 22, 2010

Admin Assistant Position Description

Reports to:       Line Manager

Interacts with:              Internal
                                    All  ( organisation)  staff and contractors and their staff

§  Customers, suppliers
·         Local/ regional and National organisations
·         Whanau / hapu / iwi organisations
·         Funding assistance Agencies
·         Business Networks
·         Local and Central Government agencies

Primary Purpose:
·         To provide an effective and efficient administration service to all internal and external customers with empathy and professionalism.
·         Regularly review resources i.e. petty cash, stationery, cleaning, meeting and training rooms and catering supplies.
·         Manage reception and the telephone system with professionalism and promptness.

Principal Objectives:
·         Respond efficiently and effectively to all enquiries.
·         Maintain integrity of inward and outward correspondence and filing systems.
·         Actively support and assist all co-workers with a quality administrative service.
·         To communicate internal/external events and/or meetings in a timely fashion.  
·         To manage all filing requirements.
·         To undertake special projects as directed.
·         Be aware of X ( organisation) Customer Target Groups as defined from time to time by the CEO.
Key Accountabilities:
·         Produce accurate documents within negotiated time frames.
·         Organise and prioritise workload so as to allow for regular flow within acceptable time frames.
·         Effectively manage a scheduling system for boardroom, interview and seminar rooms.
·         Maintain confidentiality of inwards and outwards correspondence and filing systems.
·         Manage the collection and despatch of inwards/outwards mail.
·         Respond efficiently and effectively to all administrative enquiries, including room bookings and customer appointments.
·         Assist in the set up of Seminar Rooms as required.
·         Co-ordinate mail-outs as required
·         Control and manage administrative duties, including purchasing requisitions and accounts; monitor/respond to all payments and debts; monitor and manage petty cash system.
·         Active maintenance of the organisation’s databases to ensure that the database remains credible.
·         Control and manage booking systems for seminars, workshops and courses as per any quality processes or requirements and input data into appropriate databases or schedules as required to meet time-frames.
·         Control, monitor and organise of all stationery, kitchen, cleaning and toiletry requirements.
·         Carry out quality verifications for the functions performed.
·         Establish customer/visitor needs and make appropriate referral.
·         Create a welcoming/culturally comfortable environment in reception area, by being empathetic and professional at all times.
·         Ensure inwards and outwards mail is processed, distributed and posted daily.
·         Maintain a safe workplace in accordance with OSH requirements.
·         Manage special projects according to project plan and objectives
·         Be aware of co-worker’s workloads/time constraints and be actively supportive and assist wherever possible
·         Adhere to X ( organisation) Q-Base Quality Programme, the Heath & Safety Policy, the Privacy Act and other statutory obligations

Key Result Areas:
·         Quality reception service to internal/external customers.
·         Up to date tidy accurate files
·         Prompt availability of documents/files.
·         Maintain adequate internal resources.
·         Timely/accurate word processing completions.
·         Timely/accurate data input and schedules maintained.
·         Directives from the  (Line Manager ) have been met


·         All personal tolls, faxes and mail must be recorded for private payment.
·         All purchases over $100 must be covered by a Purchase Order signed by your supervisor prior to any commitment to purchase




·         Monday to Friday 8.30 am to 1.30 pm
·         On Reception – 8.30 am to 1.00 pm each day




Qualifications: (Minimum)
·         Relevant tertiary/professional qualification is desirable.

Experience: (Minimum)
·         At least 2 yrs of proven experience in planning and organising work and priorities.
·         At least 2 years Accounts Payable experience

Physical Requirements:
·         Able to use PC for long periods of time.
·         Ability to sit at Reception Desk alone.
·         Driving Licence.

·         High level of knowledge & skill of Microsoft Office programmes
·         Empathy for cultural and gender differences.
·         Minimum of two years of Bookkeeping experience
·         Working knowledge of computerised accounting systems
·         Understanding of management principles and Best Practice Models
·         Understand the dynamics of manawhenua / tangatawhenua  and iwi Maori in relation to an urban environment

·         Facilitation and networking skills.
·         Problem solving and mediation skills.
·         Highly developed interpersonal and representational skills and a proven superior standard of written and oral communication skills.
·         Ability to exercise sound judgement.
·         Good computer skills
·         Team building.
·         Negotiation skills.

Desired Attributes:
·         Ability to work autonomously, with self-management and prioritising skills.
·         Initiator.
·         Ability to meet deadlines.
·         Effective communication.
·         Ability to work collaboratively with team members and internal and external stakeholders to accomplish organisational goals and contractual obligations.
·         Empathy, listening skills and ability to use appropriate interpersonal skills.
·         Non-judgemental attitude.
·         Understand, value and respect differences
·         Energy and enthusiasm.
·         Networking skills.
·         Analytical and problem solving skills.

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